(→‎RECEIVING: combined steps 5 and 7; added "This process will vary depending on whether you have an ILS (Integrated Library System) in place.")

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9. Give the steps to be taken in handling complaints.

9. Give the steps to be taken in handling complaints.

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Consideration should also be given to adopting the Library Bill of Rights (http://www.ala.org/ala/oif/statementspols/statementsif/librarybillrights.htm) of the American library Association as a part of the selection policy. '''A sample selection policy is found in Appendix B.'''

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Consideration should also be given to adopting the Library Bill of Rights (http://www.ala.org/ala/oif/statementspols/statementsif/librarybillrights.htm) of the American library Association as a part of the selection policy.

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The selection policy provides general guidelines for the selection of materials to be included in the library's collection. The actual selection of materials begins by knowing what is already in the collection. Working with patrons, the librarian learns what subjects they're interested in and what types of materials they want. The librarian tries to provide this material by consulting selection tools for items to be ordered.

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The selection policy provides general guidelines for the selection of materials to be included in the library's collection. The actual selection of materials begins by knowing what is already in the collection. Working with patrons, the librarian learns what subjects they're interested in and what types of materials they want. The librarian tries to provide this material by consulting selection tools for items to be ordered. '''A sample selection policy is found in Appendix B.'''

Two highly recommended sources useful for selecting current material are Booklist and Library Journal. '''These two professional journals along with some others are listed and described in Appendix C.'''

Two highly recommended sources useful for selecting current material are Booklist and Library Journal. '''These two professional journals along with some others are listed and described in Appendix C.'''

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It is possible that all three of these sources will be used for purchasing items. For example, purchasing from a local bookstore or Amazon.com is a good method of handling rush or special orders, but generally does not result in high discounts. Some publishers only sell directly to the customer (instead of through a jobber). This is particularly true of some reference books such as encyclopedias. Purchasing through a jobber is the best method of ordering most materials as they give significant discounts. It is best to contact their customer service department before placing an order to discuss discounts, the method of placing the order, payment of postage and other matters related to ordering.

It is possible that all three of these sources will be used for purchasing items. For example, purchasing from a local bookstore or Amazon.com is a good method of handling rush or special orders, but generally does not result in high discounts. Some publishers only sell directly to the customer (instead of through a jobber). This is particularly true of some reference books such as encyclopedias. Purchasing through a jobber is the best method of ordering most materials as they give significant discounts. It is best to contact their customer service department before placing an order to discuss discounts, the method of placing the order, payment of postage and other matters related to ordering.

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An order form obtained from a library supply company may be used for ordering or some other form recommended by the jobber may be preferred. All orders should be numbered in order to simplify bookkeeping tasks.

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An order form obtained from a library supply company may be used for ordering or some other form recommended by the jobber may be preferred. Many jobbers offer online ordering options and have developed them to be user-friendly. All orders should be numbered in order to simplify bookkeeping tasks.

A carefully planned receiving process needs to be implemented. This process will vary depending on whether you have an ILS (Integrated Library System) in place. Suggested steps include:

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1. Upon receipt of the shipment locate the packing slip and write the date of receipt on it.

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1. Upon receipt of the shipment, locate the packing slip and write the date of receipt on it.

2. Match the items on the packing slip with the contents of the package or box and with your copy of the purchase order.

2. Match the items on the packing slip with the contents of the package or box and with your copy of the purchase order.

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4. Notify the jobber promptly of any errors in shipment and make arrangements to correct them.

4. Notify the jobber promptly of any errors in shipment and make arrangements to correct them.

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5. Pull the order slip from the on-order file.

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5. For non-automated libraries, pull the order slip from the on-order file and return the library's copy of the order (requisition) to the pending file if incomplete.

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6. The invoice for payment is often received prior to or following receipt of the actual shipment of material. The corrected invoice should be processed for payment.

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7. Return the library's copy of the order (requisition) to the pending file if incomplete.

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6. The invoice for payment is often received prior to or following receipt of the actual shipment of material. The corrected invoice should be processed for payment. Follow your tribe or institution's accounting and payment procedures

The tribal library will undoubtedly be the recipient of "gifts" from a variety of sources. Some gifts are of value while others are of no use whatsoever. In order to provide consistent handling of gifts, the library should adopt a policy regarding them. A statement to that effect is included in the Selection Policy in Appendix B.

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The tribal library will undoubtedly be the recipient of "gifts" from a variety of sources. Some gifts are of value while others are of no use whatsoever. In order to provide consistent handling of gifts, the library should adopt a policy regarding them. '''A statement to that effect is included in the Selection Policy in Appendix B.'''

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Adoption of a standard form for use in accepting gifts should be used. It will show only the number of volumes being donated. No listing will be made nor any value be assigned to the donation. It also contains a place for the donor to sign acknowledging his/her understanding of the library's gift policy. It will include an address of the donor so a thank you letter can be sent.

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Adoption of a standard form for use in accepting gifts should be used. It will show only the number of volumes being donated. No listing will be made nor any value be assigned to the donation. It also contains a place for the donor to sign acknowledging his/her understanding of the library's gift policy. It will include an address of the donor so a thank you letter can be sent.

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Gifts and donations can present real problems for libraries. They all too frequently consist of items that are of no practical use to the library and should be discarded. Paperbacks are often donated to the library and these can be of interest to patrons. One method for handling paperback books is to set up a paperback exchange where patrons can bring in their paperbacks and exchange them for others, rather than adding them to the collection.

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Gifts and donations can present real problems for libraries. They all too frequently consist of items that are of no practical use to the library and should be discarded. Paperbacks are often donated to the library and these can be of interest to patrons. One method for handling paperback books (which are not cataloged) is to set up a paperback exchange where patrons can bring in their paperbacks and exchange them for others.

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Communicate clearly with potential donors about your collection needs. If individuals wish to support the library through book donations, consider setting up a publicly available Amazon.com or Barnes and Noble gift registry or wish list for books needed at the library. Be sure to include sending a thank you letter into all gift procedures so donations are acknowledged and appropriate donations are encouraged (information about a wishlist can be included in the letter).

==MENDING==

==MENDING==

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If discarding only one copy of several, it is not necessary to remove all catalog cards. Rather, remove or cross-out the copy number from the shelf list card.

If discarding only one copy of several, it is not necessary to remove all catalog cards. Rather, remove or cross-out the copy number from the shelf list card.

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If your library is automated, delete the bibliographic record and any attached order from the ILS.

For more weeding hints, see the [[http://www.lib.az.us/cdt/weeding.htm Collection Development Training for Arizona Libraries (CDT) site]]

For more weeding hints, see the [[http://www.lib.az.us/cdt/weeding.htm Collection Development Training for Arizona Libraries (CDT) site]]

Latest revision as of 20:18, 30 July 2007

Developing the library collection includes the activities of evaluating, selecting, acquiring and weeding materials.

Contents

SELECTING LIBRARY MATERIALS

Selection is the process of deciding which materials should be acquired for the library's collection. Library materials may include books, magazines, newspapers, audiovisual materials, pamphlets, reports, photographs, etc.

Selection is the responsibility of the librarian who selects material in accordance with a written, board-approved policy. A written policy will aid the librarian in selecting material that is consistent with the purpose of the library. It serves as not only a guide for the librarian but also to inform others as to the nature of the collection and the procedures used in selection.

The selection policy must be consistent with the general mission, goals and objective of the library and based on community needs. The selection policy could contain statements which:

1. Describe the library's mission, goals and objectives.

2. Detail who has the responsibility and authority to select materials.

3. State the guidelines and procedures for selecting materials.

4. Detail the selection tools to be used such as Booklist, Library Journal, Publishers Weekly and others.

5. Identify materials that will not be selected (school textbooks for example).

The selection policy provides general guidelines for the selection of materials to be included in the library's collection. The actual selection of materials begins by knowing what is already in the collection. Working with patrons, the librarian learns what subjects they're interested in and what types of materials they want. The librarian tries to provide this material by consulting selection tools for items to be ordered. A sample selection policy is found in Appendix B.

Two highly recommended sources useful for selecting current material are Booklist and Library Journal. These two professional journals along with some others are listed and described in Appendix C.

Some libraries use award winning book lists, especially those from their state library association, to guide new book selection. The American Indian Library Association sponsors the American Indian Youth Services Literature Award, which represent the best in American Indian books for children and youth. The Young Adult Library Services Association (YALSA) and the Association for Library Service to Children (ALSC) publishes their own lists of notable books each year, including YALSA's Best Books for Young Adults, Quick Picks for Reluctant Young Adult Readers, and Notable Children's books.

To prepare an order using selection aids, the following steps can be taken:

1. Make choices from the selection aids.

2. Mark the items in the selection aid that are to be ordered.

3. Check these items against the library catalog and the on-order file and delete any duplicates.

It is also recommended that a file be maintained of materials that are wanted but cannot be purchased at the time. This will allow quick response to the availability of unexpected funds and facilitate the normal ordering process.

If the selected material comes from a source other than a selection aid, make sure that it meets the library's need and has received a favorable review or been recommended by a reputable source. In summary, some suggestions for material selection are:

1. Select materials based on the needs and interests of the community.

2. Select materials from approved lists or by using selection aids.

3. Purchase materials from reputable jobbers to receive good service and maximum discount (a partial list of vendors can be found in Appendix D).

ORDERING

Library materials can be ordered from a variety of sources including the local bookstore; individual publishers; and a jobber (wholesaler).

It is possible that all three of these sources will be used for purchasing items. For example, purchasing from a local bookstore or Amazon.com is a good method of handling rush or special orders, but generally does not result in high discounts. Some publishers only sell directly to the customer (instead of through a jobber). This is particularly true of some reference books such as encyclopedias. Purchasing through a jobber is the best method of ordering most materials as they give significant discounts. It is best to contact their customer service department before placing an order to discuss discounts, the method of placing the order, payment of postage and other matters related to ordering.

An order form obtained from a library supply company may be used for ordering or some other form recommended by the jobber may be preferred. Many jobbers offer online ordering options and have developed them to be user-friendly. All orders should be numbered in order to simplify bookkeeping tasks.

RECEIVING

A carefully planned receiving process needs to be implemented. This process will vary depending on whether you have an ILS (Integrated Library System) in place. Suggested steps include:

1. Upon receipt of the shipment, locate the packing slip and write the date of receipt on it.

2. Match the items on the packing slip with the contents of the package or box and with your copy of the purchase order.

3. Other things to check at this time are: materials which may be included in the shipment but were not ordered; incorrect editions; imperfect copies.

4. Notify the jobber promptly of any errors in shipment and make arrangements to correct them.

5. For non-automated libraries, pull the order slip from the on-order file and return the library's copy of the order (requisition) to the pending file if incomplete.

6. The invoice for payment is often received prior to or following receipt of the actual shipment of material. The corrected invoice should be processed for payment. Follow your tribe or institution's accounting and payment procedures

GIFTS

The tribal library will undoubtedly be the recipient of "gifts" from a variety of sources. Some gifts are of value while others are of no use whatsoever. In order to provide consistent handling of gifts, the library should adopt a policy regarding them. A statement to that effect is included in the Selection Policy in Appendix B.

Adoption of a standard form for use in accepting gifts should be used. It will show only the number of volumes being donated. No listing will be made nor any value be assigned to the donation. It also contains a place for the donor to sign acknowledging his/her understanding of the library's gift policy. It will include an address of the donor so a thank you letter can be sent.

Gifts and donations can present real problems for libraries. They all too frequently consist of items that are of no practical use to the library and should be discarded. Paperbacks are often donated to the library and these can be of interest to patrons. One method for handling paperback books is to set up a paperback exchange where patrons can bring in their paperbacks and exchange them for others, rather than adding them to the collection.

Communicate clearly with potential donors about your collection needs. If individuals wish to support the library through book donations, consider setting up a publicly available Amazon.com or Barnes and Noble gift registry or wish list for books needed at the library. Be sure to include sending a thank you letter into all gift procedures so donations are acknowledged and appropriate donations are encouraged (information about a wishlist can be included in the letter).

MENDING

Not all materials in need of mending should be repaired. Consider the following questions before making the decision to repair:

1. Should the material be discarded?

2. Should the material be rebound? Generally, materials should be sent to a professional bindery when: replacement copies cannot be obtained; the subject matter must be immediately available; repairs consume too much time to be economically viable.

3. Is it worth the time and effort to make the repairs? The general rule is that if the repairs cannot be made in 10-15 minutes of staff time it is not economically viable to do so.

4. What will it look like when it is finished? The end product must be suitable for use by the general public.

If the decision is to repair then there are several sources available which give step-by-step instructions on how to do so. Among the sources available are:

1. Guide to Book Care and Repair PDF document available from www.shopbrodart.com

2. Guide to Book Repair and Protection Video/DVD available from www.shopbrodart.com

WEEDING

Weeding is the process of discarding or transferring to storage library materials no longer used. As noted previously, the Material Selection policy should contain a section on weeding which gives the guidelines for the process.

Important benefits of weeding include:

1. Saving space and ultimately money by getting rid of unused material which take up valuable space.

2. Locating materials which need to be repaired, replaced or rebound.

3. Improving the overall appearance of the library thus making it more pleasant to use.